When looking into new software for your shop, the price definitely matters. But most shop owners are worried about how long the implementation will take, especially since executing an auto shop management system takes place while your operations continue as usual.
So how long does it actually take to implement shop management software?
The honest answer is that it depends. There are certain things that contribute to how long it will take, like the size of your shop and the amount of data you have. On average, it takes our team about 12 to 15 days to completely implement our Way Repair Tech software.
The biggest factor that weighs on the length of the process is the data migration. For example, a shop that has been operating for ten years has a huge volume of records, like customer histories, service logs, inventory, and pricing. All this data needs to be carried over to the new system efficiently and accurately.
If you’re switching from another software platform, migration is definitely easier. But if your data lives in spreadsheets, notebooks, or a mix of both, there will be more prep work to do since our team has to sort through it all.
A typical implementation timeline
Day 1: Our team begins the process by setting up the credentials for the shop owner. If it is a larger shop, we will create credentials for the service advisor and technicians. Creating individual logins is easy, so you can also set them up for the staff who will use the system.
Days 2–3: Next comes the inspection. We take a look at the current setup you have in place. Whether it’s spreadsheets, physical records, or different software, we will help you map out exactly what needs to be migrated and how.
Days 4–10: This is the most time-intensive phase because it is where the actual data migration takes place. A minimum of seven days is typically needed for our team to transfer all the data to the new system.
Days 11–13: Once the migration is complete, you’re all set! The system is live, the staff access is confirmed once again, and the workflows are tested.
Days 13–15: After the system goes live, our team will also provide hands-on training to you and your employees to help everyone understand how it works. Usually, basic navigation and daily tasks can be covered in a few hours. However, more advanced workflows, like reporting and multi-shop management, may take more time. Don’t worry, our team will be with you every step of the way.
What you can do to speed things up
Since the migration of data takes the longest, make sure your data is organized. The more organized your existing data is, the faster the migration goes. So, before the implementation process begins, take a look at your records. A little bit of time and effort at the start will make the rest go smoother. So, comb through the data, combine the records, flag the incomplete customer files, and clarify which data you actually need to carry over to the new system and which data can be archived.
Common challenges during implementation
Even if the process is well-thought-out and structured, a few problems are sure to arise. Some common challenges we may run into are:
Incomplete or inconsistent data
This is probably the most expected issue we encounter. Over the years, it is natural for customer records to be duplicated and inventory numbers to go out of date. Before the migration, our implementation team runs a thorough check of the data to get rid of whatever isn’t needed moving forward.
Resistance from staff
Service advisors and technicians who have been doing the same thing for years probably won’t welcome a change so easily. Even if they have been using other shop management software, switching to a new one can be overwhelming. This is why our team gives training to the staff, so that the transition feels manageable, not disruptive.
Delays from the shop’s end
Running a busy shop has its limits. Records might go missing, or a scheduling mishap can make the staff unavailable for training. To avoid this, we recommend having one point of contact to coordinate with us. This way, there won’t be unnecessary confusion.
Tips to make the implementation process go smoother
- Before the process begins, gather all the data, like customer records and inventory lists, into one place.
- Not everything needs to be carried over. Decide beforehand what’s essential and what can be left behind.
- Let your service advisors and technicians know the switch is coming. Staff who are prepared are sure to adapt to training faster.
- Make sure to keep an open line of communication with the implementation team. Don’t hesitate to ask any questions you or your team may have about the implementation process or the software in general.
- The day the system goes live, everyone in your shop should be present and not slammed with appointments. So, plan accordingly and give your team some breathing room to understand every step of the process.
Reach out to us to see how the implementation of our software will work out for your shop!
